Appointment Office Booking/Pre registration Clerk

Swansea Bay University Health Board; Port Talbot; On-site; GBP 21,000 - 25,000; Full time

Job summary

Swansea Bay University Health Board is seeking a motivated Appointment Booking/Pre-registration Clerk to join the team at HQ. You will provide a professional appointment booking service, supporting clinics and waiting lists while delivering excellent customer service to patients, carers and staff.

The role requires strong administrative skills, accuracy, and flexibility to cover different sites. Welsh language skills are desirable, with a fixed-term contract for 12 months and opportunities for

Qualifications

• Excellent communication and customer service skills are essential.
• Strong organisational and administrative abilities are required.
• Attention to detail and accuracy in record-keeping.
• Experience using appointment booking systems and Microsoft Office.
• Ability to work effectively in a busy team environment.
• Welsh language skills are desirable.
• Experience with administrative procedures and documentation.

Responsibilities

• Book and manage new and follow-up appointments.
• Contact patients to arrange and confirm appointment details.
• Maintain accurate patient records, spreadsheets and booking systems.
• Support clinic scheduling and waiting list management.
• Work closely with colleagues to ensure an efficient service.
• Maintain confidentiality and comply with data protection requirements.

Skills

Excellent communication

Telephone manner

Organisational skills

Administrative abilities

Flexibility

Self-motivation

Data protection awareness

Team working

Education

GCSEs C or above

Administration procedures (Welsh language knowledge)

NVQ/Certificates in Administration (Desirable)

ECDL (Desirable)

Job description

Welcome to Swansea Bay University Health Board. We welcome applications from people who share our values: caring for each other, working together and always improving.

Swansea Bay University Health Board reserve the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore we encourage early applications to ensure consideration for this post.

Prior consideration for this vacancy will be given to staff currently awaiting redeployment and we therefore reserve the right to withdraw this advert at any stage.

Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.

Job overview

An exciting opportunity has arisen within the Appointments Booking Centre at Swansea Bay University Health Board Headquarters.

The team manages telephone and email enquiries from patients regarding appointments and waiting times, books appointments, and provides administrative support to a range of Health Board services. The successful candidate will also support the Pre-Registration Team and provide cross-cover at different sites when required.

We are seeking a motivated and patient-focused individual with excellent communication, customer service, and organisational skills. The postholder will be responsible for booking appointments efficiently while adhering to established policies and procedures, handling enquiries professionally and sensitively, and supporting the delivery of a high-quality patient experience.

Key requirements include strong administrative skills, the ability to work accurately in a busy environment, flexibility to support different teams, and the ability to work both independently and as part of a team.

This is an excellent opportunity to contribute to the delivery of high-quality patient services within Swansea Bay University Health Board.

Main duties of the job

Location:

Swansea Bay University Health Board Headquarters, Baglan

We are looking for a motivated and organised Appointment Booking/Pre-registration Clerk to join our team. In this role, you will provide a professional appointment booking service, supporting the management of clinics and waiting lists while delivering excellent customer service to patients, carers and staff.

Key Duties

• Book and manage new and follow-up appointments.
• Contact patients to arrange and confirm appointment details.
• Maintain accurate patient records, spreadsheets and booking systems.
• Support clinic scheduling and waiting list management.
• Work closely with colleagues to ensure an efficient service.
• Maintain confidentiality and comply with data protection requirements.

What We're Looking For

• Excellent communication and customer service skills.
• Strong organisational and administrative abilities.
• Good attention to detail and accuracy.
• Experience using booking systems and Microsoft Office applications.
• Ability to work effectively in a busy team environment.

Join Swansea Bay University Health Board and play an important role in helping patients access timely, high-quality healthcare services.

The post is Fixed Term for 12 months due to funding.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

Working for our organisation

We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.

As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.

You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.

There are also apprenticeships, work placements and volunteering roles available.

We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.

Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.

If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.

Detailed job description and main responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents.

Person specification

Skills & Abilities

Essential criteria

• Excellent Communication Skills - able to communicate to staff of all levels
• Excellent Telephone Manner
• Proven organisational and administrative skills, ability to prioritise work loads
• Have a flexible approach to work ability to work under pressure and tight deadlines
• Self Motivated/Able to work unsupervised
• Is tactful and shows awareness of sensitive issues
• Ability to travel within geographical area.
• Able to work hours flexibly.

Desirable criteria

• Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh

Experience

Essential criteria

• Experience using computer software packages such as Microsoft Office
• Experience of effective team work

Desirable criteria

• Experience of working in a busy office environment

Qualifications

Essential criteria

• Minimum 5 GCSE's at C or above
• Gwybodaeth dda am weithdrefnau gweinyddu/ysgrifennu

Desirable criteria

• NVQ in Administration or equivalent
• ECDL

Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.

Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.

We are a Disability Confident Employer and applications are welcomed from persons with disabilities. A disability will not prejudice your application. If you are unable to submit your application in the requested format because of a disability please contact the Recruitment Team, who will agree a more suitable way for you to apply. All disabled applicants who meet the essential criteria listed in the Person Specification will be invited to interview.

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a